Procurement Officer LDSC at Save the Children International

Job Description

TITLE: Procurement Officer – LDSC

TEAM/PROGRAMME : Supply Chain

LOCATION : Mongu

GRADE: 4

POST TYPE: National

Safeguarding:

Save the Children does not tolerate any form of exploitation, abuse, or harassment against any person. It is the responsibility of all employees and representatives to protect all people who come in contact with our organization. Save the Children commits to applying the same standards to all its employees and subject them to the same processes regardless of their position, influence, or reputation within or outside of the organization.

Diversity, Equity & Inclusion:

Save the Children International’s Diversity Policy, aims to promote equal opportunity in employment and to ban any kind of discrimination based on sex, age, social class, disability, HIV status, religion, race and ethnicity

ROLE PURPOSE:

The Procurement Officer is responsible for procuring of goods and services within Save the Children Zambia based on needs of Save the Children’s programmes. The Procurement Officer will also support the Procurement Coordinator in:

Ensuring that the right supplies and services are procured and that there is timely procurement and delivery of goods and services to programmes to deliver outstanding results for children.
Ensuring best value for money is achieved through competitive and transparent procurement processes.

The Procurement Officer will also be responsible for the overall fleet management of the country office.

SCOPE OF ROLE :

Reports to : Supply Chain Manager

Staff reporting to this post : none

KEY AREAS OF ACCOUNTABILITY :

Procuring Goods and Services (Buying)

Responsible for receiving and reviewing of the procurement requests received in prosave to ensure that they have the correct technical description, the procurement lead time/need by date is reflected correctly and is realistic to ensure that the items which be procured prior the need by date.
Responsible for the rejection of the procurement requests received in prosave which does not have adequate technical description and timely feedback the programme requestor.
Work closely with the programme requestor and agree on the Need By Date to ensure that once the service or goods have been delivered, the items are received in the Total Inventory Management System (TIM) or the service is immediately received in Prosave by the Programme Requestor.
Close monitoring of the Supply Chain Efficiency on the Power BI to ensure that the KPI reaches the minimum KPI Level of at least 85% on a monthly basis
Closely monitor the performance of the suppliers or service provider whether they are delivering on time or not. These trends should be documented.
Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings.
Support the Lusaka and Field Office with supplier registration on prosave to ensure that they are fully integrated into prosave in readiness for usage.
Timely communication with suppliers to ensure that the Local Purchase Orders are confirmed and they are timely able to deliver the goods/services.
Support with uploading of Framework Agreements in prosave and ensuring that the contracts are linked

Team Management and Capacity Building

Where applicable conduct performance review with line report and ensure clear work and personal development objectives are established with timelines and regular feedback and support is provided.
Develop strong relationships with field office programmes to support them in improving their procurement practices

Fleet Management

Supporting Supply Chain and Fleet Officer so that fleet is managed pursuant to the fleet guidelines.
Work closely with Drivers to ensure that monthly reports are prepared timely and the reports are uploaded on the global Pro Fleet portal. Will also work closely with Drivers to ensure that the fleet utilisation and availability amongst other KPI’s are within the tolerable levels.
Support the line manager in the production of management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of procurement processes.
Supporting some heavy lifting of procurement items

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

BEHAVIOURS (Values in Practice)

Accountability:

holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition :

sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
widely shares their personal vision for Save the Children, engages and motivates others
Future orientated, thinks strategically and on a global scale.

Collaboration

builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
values diversity, sees it as a source of competitive strength
Approachable, good listener, easy to talk to.

Creativity :

develops and encourages new and innovative solutions
Willing to take disciplined risks.

Integrity:

honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS

BA/BSc in management; procurement or related fields> and/ or <Chartered Institute of Purchasing & Supply (CIPS) or equivalent Experience>

EXPERIENCE AND SKILLS

Minimum of <3> years of relevant experience working in procurement, preferably in an NGO/and/or development program, with in depth experience in managing procurement processes
Strong knowledge and experience of implementing procurement processes, driving contract compliance and embedding buying best practice
Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities
Knowledge of NGO/ Donor policies and their compliance requirements in respect of Procurement and wider supply chain activity
Strong interpersonal and communication skills including influencing, negotiation and coaching.
Excellent organisational skills, with the ability to juggle multiple tasks with competing priorities and simultaneously stick to deadlines, whilst maintaining relationships with suppliers and customers
Excellent reporting skills, particularly the ability to quickly develop clear and concise delivery tracking, scheduling or pricing, donor, monthly KPI reports
Willingness to undertake field travel as required and work in difficult environments according to travel environments>
Excellent oral and written communication skills; Fluency in spoken and written English ;>
Commitment to and understanding of Save the Children’s aims, values and principles

APPLICATION INSTRUCTIONS:

ONLY QUALIFIED APPLICANTS SHOULD ONLY ATTACH A COVER LETTER AND AN UPDATED C V.

The closing date for receipt of applications is Tuesday 13th May 2025. Only shortlisted candidates will be contacted.

Save the Children reserves the right to re advertise if suitable applicants are not found.

Save the Children is an equal opportunity and affirmative action employer that does not engage in any practices which discriminate against any person employed or seeking employment based on race, colour, religion, gender, national or ethnic origin, age, marital status and we will never ask that you pay for anything as part of the selection process or thereafter.